Privacy Policy

1. Who we are and what this covers

Coach Sidekick is a coaching-feedback tool for youth sports academies. Coaches record practice and match audio; we transcribe it and use AI to turn the coach's spoken feedback into a private development digest for each player and analytics for the coach. Academies are our customers: players and families do not subscribe directly; access is provided through a player's academy. This policy applies to our website, web application, and mobile application (the "Service").

2. Information we collect

From academies and coaches

Account and contact details for the coach or administrator, and the roster information a coach enters about each player: the player's name, date of birth (used to determine age and whether parental consent is required), jersey number, playing position, optional nicknames, an optional player email, and a parent or guardian name and email.

Audio and transcripts

Audio recordings of sessions a coach chooses to record (practices, matches, halftime talks, voice memos, team meetings) and the transcripts of those recordings, including labels associating spoken segments with players on the roster.

Feedback and usage

The AI- and coach-generated feedback, development summaries, session recaps, and drill recommendations about each player, and basic usage information such as which feedback or drills a player has viewed.

A note on voice

We use the content of what was said (the transcript text plus the roster) to attribute a coach's feedback to the right player. We do not create, use, or store a biometric "voiceprint" of anyone, and we do not enable voice-recognition features that identify a person by their vocal characteristics.

3. How we use information

We use personal information to provide the Service (transcribe sessions, generate each player's feedback digest and development summary, match drills to feedback, and produce coach analytics) and to enable the coach review-and-approval step before any feedback reaches a player. We do not sell personal information, we do not use it for advertising, and we do not load advertising or cross-site trackers. The only measurement we run is Vercel Web Analytics on the public marketing site: it is cookieless, uses no cross-site identifiers, and gives us aggregate page and funnel counts, not individual profiles. The app behind sign-in carries no analytics at all.

4. Children under 13 (COPPA)

Coach Sidekick is built for youth academies (typically ages 7–18), so we knowingly handle the information of children under 13, and we comply with the U.S. Children's Online Privacy Protection Act ("COPPA").

Children do not create their own accounts. A child is never asked to self-register; a coach adds a player, and any account access for a minor is mediated by the academy and the child's parent or guardian.

We do not collect or process a child's data without parental consent. When a player's recorded date of birth indicates they are under 13, our system blocks that child's audio from being transcribed, analyzed, or shared with our service providers, and blocks the child from being invited to the player portal, until a valid parental consent is recorded. The parent-facing process for providing that consent is being finalized with counsel and a verification provider.

Parental rights. A parent or guardian may review the information we hold about their child, request its deletion, or withdraw consent at any time by contacting us (Section 8). We verify that the requester is the child's parent or guardian before acting. A self-service parent portal for these actions is in development.

5. How we share information

We share personal information only with service providers that process data on our behalf, under contract, to operate the Service; with a player's own academy; and where required by law. We do not sell or rent personal information and we do not share it for advertising. Our service providers are:

• AssemblyAISpeech-to-text transcription of session audio
• CerebrasAI model inference (attribution, summaries, classification)
• Cloudflare R2Storage of audio and files
• NeonApplication database
• VercelWeb application hosting; cookieless, aggregate page analytics on the public marketing site only
• RailwayAudio-processing worker
• WorkOSAccount authentication and invitations
• InngestBackground job orchestration

6. How long we keep information

We keep personal information only as long as needed to provide the Service. Today we retain finalized audio, transcripts, and derived feedback. We are defining and implementing explicit retention limits so a child's data does not live longer than it needs to, and we will state those limits here as they take effect.

7. Security

Data is encrypted in transit, and our infrastructure providers encrypt stored data at rest. Access to a player's data is limited to the player's academy and to our personnel who need it to operate the Service. Audio is stored in the United States (Cloudflare R2), and transcripts and metadata sit in a U.S.-based database (Neon).

8. Your choices and contact

To ask about, review, correct, or request deletion of a player's information, or to withdraw consent, email support@coachsidekick.ai. We will verify the request (for a child's data, that you are the parent or guardian) before acting. If you believe we have collected information from a child under 13 without the required consent, contact us and we will delete it.

9. Changes to this policy

If we make a material change (for example, adding a service provider or changing how we use a child's information) we will update the date above and, where required, obtain renewed parental consent before the change applies to a child's information.